Administrative Assistant

The role of the Administrative Assistant is to assist the Airport Installation Manager and the Display Coordinator in all administrative duties.

Job Duties and Responsibilities

AIRPORT

• Forward all correspondence to the Airport Authority related to the Project Scope documents; granting of permission for walkthroughs including coordinating troubleshooting and other site visits; and setting installation dates.

• Use control software to prepare and send quotations and invoices for goods and services to sales personnel within the specified timeframe. Seek approval from clients once received, produce the necessary Work Orders.

• Coordinate with the Graphic Artist and liaise with sales, production and other relevant personnel for artwork and Work Orders for internally produced prints.

• The preparation of billing reports for jobs completed and send to accounts for invoicing with a copy given to the Divisional Director – Branding Manufacturing.

• Assist in converting approved quotations to Work Orders for production and adjust Work Orders when necessary.

• Liaise with the Installation Manager to source quotations from our contractors for installations and when necessary, contact contractors directly.

• Assist in the preparation of all shipping documents and logistic coordination for all airport related export jobs.

DISPLAY COORDINATION

1. Developing, coordinating and the execution of daily/ weekly installation plan and schedule based on combination of considerations including customers’ delivery expectations and production requirements. Use of service tickets and work orders from the MIS system is mandatory.

2. Requisition of competitive quotations from pre-approved subcontractors for jobs that require Fabrication/Installation with a focus on maintaining profitable margins on the finished jobs. Preferred three quote system.

3. Providing timely material requisition from inventory to ensure availability for installation if required.

4. Assist in scheduling and coordinating site visits with the Site Visit Technician.

5. Entering purchase orders for approval in MIS Software for all jobs that are sub-contracted to an external installation crew before they proceed with the job.

6. Assist in closing-off Installation Work Orders in the MIS Software. Assist in completing and submitting documentation relevant to installations including but not limited to Job Safety Analysis (JSA) A Material Data Safety Sheet (MSDS).

7. Producing reports on any issue(s) experienced on jobs with pictures where possible

8. Providing daily report/ update on team performance against the schedule and job cost

Other Responsibilities

1. In real time, ensure that email messages are sent to the clients, which updates them on all Printing, Installations, and Shipping arrangements etc. in an efficient and consistent manner.

2. Identify areas for improvement for repeat jobs and advise management and production on more efficient ways to produce the jobs.

3. Performing duties with adherence to the Company’s Safety and Quality procedures and practices.

4. Discuss new or unique opportunities and resolve issues as they arise.

5. Ensure that good housekeeping practices are always maintained. 6. Any other related duties as assigned by management.

Job Specification:

Qualifications - 5 CXC O’ Level Passes (Compulsory English and Mathematics)

Certification in Administrative Duties

Valid Certificate of Character (Not older than three months)

Work experience without formal qualifications would be taken into consideration.

Knowledge, Skills & Abilities

Must possess knowledge of working in high level security clearance area.

Proficient in Microsoft Office and the ability to learn new software applications as needed.

Ability to process and organize data in a timely manner.

Proactive - Must have the ability to work independently or as part of a team.

Detail oriented. - Active listener. - Good follow-up skills

Ability to accurately establish, maintain and report on all transactions.